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Notes, tasks & files

Recruiting is collaborative and time-sensitive. X0PA AI lets you attach notes, tasks, and files to candidates, applications, vacancies, and (in CRM) leads, companies, and contacts — so context and follow-ups live with the record.

Notes​

Notes capture context the whole team can see.

  1. Open a record (candidate, vacancy, lead, etc.).
  2. Select Add Note.
  3. Write your note and, where available, choose a note type (for example Call, Screening, Internal).
  4. Save. The note appears in the record's activity timeline.

🖼️ Screenshot: A candidate record's activity timeline showing notes with author and timestamp.

:::tip Write notes your teammates can act on "Strong React, wants remote, available in 30 days — worth a call" tells a colleague what to do next without re-reading the CV. :::

Tasks​

Tasks are follow-ups with a due date so nothing slips.

  1. On a record, select Add Task.
  2. Describe the task, set a due date, and assign an owner.
  3. Save. Owners are reminded as the task falls due.

Use tasks for callbacks, reference checks, document chasing, and client follow-ups.

Appointments​

Where enabled, schedule appointments (meetings, calls) linked to a record. Appointments can sync with your connected calendar — see Meetings.

Files​

Attach files — resumes, portfolios, right-to-work documents, signed agreements — directly to the relevant record so everything is in one place.

:::caution Handle documents responsibly Attached files often contain personal or sensitive data. Only upload what you need, and follow your organisation's data-protection policy. See Security & privacy. :::